The Town of Manchester is soliciting bids to utilize private contractors with vehicles equipped for snow and ice control and power equipment to augment Town forces for snow plowing, snow removal and de-icing operations during the 2026/2027 and 2027/2028 winter season for the Downtown District locations.
- Non-Discrimination and Affirmative Action Provisions for Municipal Public Works/Quasi-Public Agency Project Contracts —
(A)(1) The contractor agrees and warrants that in the performance of the contract such contractor will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, status as a veteran, intellectual disability, mental disability or physical disability, including, but not limited to, blindness, unless it is shown by such contractor that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or of the state of Connecticut; and the contractor further agrees to take affirmative action to ensure that applicants with job-related qualifications are employed and that employees are treated when employed without regard to their race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, status as a veteran, intellectual disability, mental disability or physical disability, including, but not limited to, blindness, unless it is shown by such contractor that such disability prevents performance of the work involved; (2) The contractor agrees, in all solicitations or advertisements for employees placed by or on behalf of the contractor, to state that it is an “affirmative action-equal opportunity employer” in accordance with regulations adopted by the Commission on Human Rights and Opportunities; (3) The contractor agrees to provide each labor union or representative of workers with which such contractor has a collective bargaining agreement or other contract or understanding and each vendor with which such contractor has a contract or understanding, a notice to be provided by the Commission on Human Rights and Opportunities advising the labor union or workers' representative of the contractor's commitments under this section, and to post copies of the notice in conspicuous places available to employees and applicants for employment; (4) The contractor agrees to comply with each provision of this section and sections 46a-68e and 46a-68f and with each regulation or relevant order issued by said commission pursuant to sections 46a-56, 46a-68e, 46a-68f and 46a-86; and (5) The contractor agrees to provide the Commission on Human Rights and Opportunities with such information requested by the commission, and permit access to pertinent books, records and accounts, concerning the employment practices and procedures of the contractor as relate to the provisions of this section and section 46a-56.
(B) If the contract is a public works contract, municipal public works contract or contract for a quasi-public agency project, the contractor agrees and warrants that he or she will make good faith efforts to employ minority business enterprises as subcontractors and suppliers of materials on such public works or quasi-public agency project.
(C) For the purposes of this section, “contract” includes any extension or modification of the contract, “contractor” includes any successors or assigns of the contractor, “marital status” means being single, married as recognized by the state of Connecticut, widowed, separated or divorced, and “mental disability” means one or more mental disorders, as defined in the most recent edition of the American Psychiatric Association's “Diagnostic and Statistical Manual of Mental Disorders”, or a record of or regarding a person as having one or more such disorders. For the purposes of this section, “contract” does not include a contract where each contractor is (1) a political subdivision of the state, including, but not limited to, a municipality, unless the contract is a municipal public works contract or quasi-public agency project contract, (2) any other state, as defined in section 1-267, (3) the federal government, (4) a foreign government, or (5) an agency of a subdivision, state or government described in subdivision (1), (2), (3) or (4) of this subsection.
(D) For the purposes of this section, “minority business enterprise” means any small contractor or supplier of materials fifty-one per cent or more of the capital stock, if any, or assets of which is owned by a person or persons: (1) Who are active in the daily affairs of the enterprise, (2) who have the power to direct the management and policies of the enterprise, and (3) who are members of a minority, as such term is defined in subsection (a) of section 32-9n of the Connecticut General Statutes; and “good faith” means that degree of diligence which a reasonable person would exercise in the performance of legal duties and obligations. “Good faith efforts” shall include, but not be limited to, those reasonable initial efforts necessary to comply with statutory or regulatory requirements and additional or substituted efforts when it is determined that such initial efforts will not be sufficient to comply with such requirements.
(E) The contractor shall develop and maintain adequate documentation, in a manner prescribed by the Commission on Human Rights and Opportunities, of its good faith efforts.
(F) The contractor shall include the provisions of subsections (a) and (b) of this section in every subcontract or purchase order entered into in order to fulfill any obligation of a contract with the state, and in every subcontract entered into in order to fulfill any obligation of a municipal public works contract or contract for a quasi-public agency project, and such provisions shall be binding on a subcontractor, vendor or manufacturer, unless exempted by regulations or orders of the Commission on Human Rights and Opportunities. The contractor shall take such action with respect to any such subcontract or purchase order as the commission may direct as a means of enforcing such provisions, including sanctions for noncompliance in accordance with section 46a-56; provided, if such contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the commission regarding a state contract, the contractor may request the state of Connecticut to enter into any such litigation or negotiation prior thereto to protect the interests of the state and the state may so enter.
- Living Wage Ordinance —
This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.
- GENERAL CONDITIONS: —
Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.
A.
Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the Purchasing Division. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.
B.
Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.
C.
Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.
D.
Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the Work until date of final payment and then extended for an additional three (3) years from date of final payment.
If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.
E.
Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.
F.
Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.
G.
Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.
- American Rescue Plan Act (ARPA) —
This bid may be subject to the provisions of ARPA funding. A summary description of the American Rescue Plan Act is attached. Bidders will be asked to provide their SAM (System for Award Management) registration number in the Vendor Information section of this bid.
- INSTRUCTIONS TO BIDDERS —
In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein.
The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order 11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.
- SPECIAL NOTICE —
To All State and Political Subdivisions, Their Agents, and Contractors Connecticut General Statute 31-55a - Annual adjustments to wage rates by contractors doing state work.
Sec. 31-55a. Annual adjustments to wage rates by contractors doing state work. Each contractor that is awarded a contract on or after October 1, 2002, for (1) the construction of a state highway or bridge that falls under the provisions of section 31-54 of the general statutes, or (2) the construction, remodeling, refinishing, refurbishing, rehabilitation, alteration or repair of any public works project that falls under the provisions of section 31-53 of the general statutes shall contact the Labor Commissioner on or before July first of each year, for the duration of such contract, to ascertain the prevailing rate of wages on an hourly basis and the amount of payment or contributions paid or payable on behalf of each mechanic, laborer or worker employed upon the work contracted to be done, and shall make any necessary adjustments to such prevailing rate of wages and such payment or contributions paid or payable on behalf of each such employee, effective each July first.
The prevailing wage rates applicable to any contract or subcontract awarded on or after October 1, 2002 are subject to annual adjustments each July 1st for the duration of any project which was originally advertised for bids on or after October 1, 2002. Each contractor affected by the above requirement shall pay the annual adjusted prevailing wage rate that is in effect each July 1st, as posted by the Department of Labor. It is the contractor’s responsibility to obtain the annual adjusted prevailing wage rate increases directly from the Department of Labor’s Web Site. The annual adjustments will be posted on the Department of Labor Web page: www.ctdol.state.ct.us. For those without internet access, please contact the division listed below. The Department of Labor will continue to issue the initial prevailing wage rate schedule to the Contracting Agency for the project. All subsequent annual adjustments will be posted on our Web Site for contractor access. Any questions should be directed to the Contract Compliance Unit, Wage and Workplace Standards Division, Connecticut Department of Labor, 200 Folly Brook Blvd., Wethersfield, CT 06109 at (860)263-6790.
- Federal Funded Projects —
This project includes federal funding and is subject to federal prevailing wage requirements as well. The Contractor is required to pay the higher of the federal or state rate for each wage classification.
- Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance —
Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.
LIVING WAGE REQUIREMENT:
The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.
The living wage is currently calculated to be $18.25 per hour for employees that are provided comprehensive health care benefits, or $26.70 per hour for employees that are not provided comprehensive health care benefits.
The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010. Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.
COVERED EMPLOYERS AND EXEMPTIONS:
The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:
Non-profit organizations as defined by the ordinance, and
Entities that employ less than 25 eligible employees.
ELIGIBLE EMPLOYEES:
Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:
Employees with a normal work week of less than 30 hours.
Seasonal or temporary employees.
Employees under the age of 18.
Employees hired as part of a school-to-work program.
Students who serves in a work-study program or as an intern.
Trainees participating for not more than six months in a training program.
Employees enrolled in a governmentally funded vocational rehabilitation program.
Volunteers working without pay.
Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.
Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.
EMPLOYER OBLIGATIONS:
Covered Employers are required to do the following pursuant to the ordinance.
Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance,
Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.
This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.
Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.
Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.
PROHIBITED PRACTICES:
Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.
Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.
ENFORCEMENT:
The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.
WAIVERS:
The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded. Requests for waivers must be made by the Covered Employer, in writing, to the Town Manager. The Town Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.
The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire Living Wage Ordinance. It can be found online at www.manchesterct.gov Purchasing and click on Living Wage Ordinance.
- Summary Description for Vendors Regarding American Rescue Plan Act (ARPA) —
As direct recipients of State and Local Fiscal Recovery Funds (SLFRF) under the American Rescue Plan Act (ARPA), the Town of Manchester (Town) and its departments are required to provide evidence of exercising due diligence in assessing the qualifications of subrecipients and the processes that they employ to meet the requirements of managing, administering, and accounting for ARPA funds in accordance with regulations.
A subrecipient is a non-Town entity that receives a sub-award of ARPA funds for the purpose of carrying out projects that have been authorized though the legislative process.
Subrecipient (200.93): Subrecipient means a non-Federal entity (grantee) that receives a subaward from a pass-through entity (Manchester) to carry out part of a Federal program; but does not include an individual that is a beneficiary of such a program.
The U.S. Federal UEI (Unique Identifier Entity Number) number (this number was historically referred to as the DUNS number) must be provided before an award is made. Please note: If UEI numbers cannot be obtained through SAM.gov in a timely manner, the grantee Taxpayer Identification Number (TIN) will be accepted in the interim.
- INSURANCE LIMITS AND COVERAGE: —
A.
To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.
B.
If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.
C.
Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry Workers’ Compensation insurance as required by the laws of the State of Connecticut.
Employer’s Liability insurance shall be provided in amounts not less than:
• $500,000 per accident for bodily injury by accident,
• $500,000 policy limit by disease; and
• $500,000 per employee for bodily injury by disease.
D.
Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.
Notes:
•If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.
•Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.
E.
Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.
F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.
G.
Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State: With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of $1,000,000 per occurrence.
Other Insurance Coverage That May Be Required:
• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services. The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.
• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.
• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate. This insurance requirement applies when a contractor will be performing environmental clean-up work (decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.
** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester **
Version 4.2.2024
- ELECTRONIC BIDDING INFORMATION —
Important Instructions for Electronic Submittal
Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal (opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.
Bids may be received up to the deadline date and time listed in the solicitation documents, via the Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Town of Manchester strongly recommends completing your response well ahead of the deadline.
Addenda Notification and Acknowledgement
Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal (opengov.com).
Submitting Questions and Receiving Responses
Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.
When applicable, state bids will be considered for this service.
The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.
An Equal Opportunity/Affirmative Action Employer
- RULES AND REGULATIONS FOR COMPETITIVE BIDDING —
These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.
- GENERAL RULES —
1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing Authority may insert special instructions in any special contracts which are subject to competitive bidding.
2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.
3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.
4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.
5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.
6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.
7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website
8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.
9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.
10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.
11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.
12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.
12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.
12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.
13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.
14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.
15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.
16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.
17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.
18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.
19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing Office, within FIVE (5) business days after the award decision.
20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing Division and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.
21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the Purchasing Authority pursuant to paragraph 1 herein.
22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.
23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.
24. All Awards shall be made by the Purchasing Authority.
25. The Town reserves the right to purchase additional items as listed in this invitation to bid, at the price herein bid, for a period of up to one (1) year from date of award.
26. Tariff Increases:
The prices set forth in this bid shall be firm and not subject to increase due to any new or increased tariffs, duties, or trade restrictions imposed after the bid submission date, whether by domestic or foreign authorities. The Seller assumes all risk and liability for any such increases and shall not pass on any additional costs to the Buyer unless agreed to in writing in advance.
Should the Seller seek an adjustment due to a material tariff change, the Seller must notify the Buyer in writing within ten (10) business days of the change, providing detailed documentation of the impact. The Buyer reserves the right to reject any proposed price adjustment or to seek alternative suppliers if an acceptable resolution is not reached.
27. The Town reserves the right to reject bids from companies that have on two or more occasions withdrawn their bids after bids have been opened.
- SCOPE —
The Town of Manchester is soliciting bids to utilize private contractors with vehicles configured for snow and ice control and other power equipment and labor to augment Town forces for snow plowing and de-icing operations during the 2026/2027 and 2027/2028 winter seasons.
All work will include equipment, operator, fuels, and insurance. The Town reserves the right to reject any proposal whenever it is deemed to be in its best interest. Preference shall be given to contractors who are able to provide substitute equipment in the event of breakdowns.
- EQUIPMENT AND MANPOWER —
Bidder shall submit with bid, a detailed list of all equipment and manpower proposed for this work including any backup or substitute equipment necessary to acceptably perform the work.
All equipment shall be in good operating condition and shall comply with all laws and regulations of the Federal Government and State of Connecticut.
The Town may review the bidder's equipment prior to award as it deems necessary to determine the bidder’s ability to perform the work.
The Town will notify bidders to establish an inspection time and site location.
When required, inspections shall be completed within ten (10) working days from the Town’s initial notification to the bidder.
Bidders failing to respond to the Town’s inspection requests shall be considered non-responsive.
Inspections shall take place between the hours of 7:30 a.m. and 1:30 p.m., Monday through Friday.
Factors considered in the selection of a Contractor for this bid shall include, but not be limited to, the type and condition of the bidder's equipment, shop facilities, past performance and work record, and staffing.
The Town reserves the right to request that a bidder have the equipment fully rigged as offered on the bid proposal for review prior to award.
This request shall be made when establishing the date of inspection. Bidders must have their equipment at the designated location at the appointed time whereby a documented inspection can be made by the Town’s representative.
- Bid Opening Information —
Bid responses will be received by 11:00 am on Friday, August 14, 2026
Bid openings will be held virtually through Zoom.
ZOOM meeting instructions are as identified in the Introduction Section above.
The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.
- EXECUTION OF WORK —
All applicable equipment required to have material spreaders must have the material spreader calibrated prior to beginning services or as needed and/or directed by the Town. The application rate of material spreaders must be capable of being set to specific application rates and the width in which the material spreader distributes material must be adjustable. Costs associated with initial and periodic calibration shall be included in the bid price.
All equipment shall be in good operating condition and shall comply with all laws and regulations of the Federal Government and State of Connecticut at all times during use. Repairs to equipment are to be made at the expense of the equipment owners. Any time lost due to equipment breakdowns will not be paid for by the Town.
The Contractor shall arrive fully prepared for the operation to the Highway Garage or any other designated area within one (1) hour after notification. This reporting time rule will be strictly enforced.
The winter event period starts from the time the Contractor reports to work at the Highway Garage and ends when the Town’s representative releases the Contractor from the assignment. The Town and Contractor representative must verify all hours worked within twenty-four (24) hours after the end of the storm or by the end of the 1st business day after the event.
All work shall be at the direction of the Town in regard to operational procedures. The Contractor shall be responsible for properly directing their staff in the execution of the work.
The Contractor shall provide all fuel necessary to perform the operations. The Town will not provide or sell fuel.
Cellular telephones are required for all operators of snow removal equipment, the cost of which shall be included in the bid price. All vehicles and equipment designated to be driven must have an operable 12 volt D.C. accessory plug to accept a charger for portable radios.
All vehicles will be required to have warning or flashing lights to be seen from any angle.
All drivers/contractors must adhere to all CDL requirements including the drug/alcohol random testing regulation. As a contractor providing services involving driving commercial vehicles, the Town of Manchester is obligated by law/regulation to ensure that you are in compliance with drug and alcohol testing requirements under 49 CFR Part 382. If you or your company’s services include operating commercial motor vehicles with a gross vehicle weight of more than 26,000 pounds (inclusive of a towed unit with a gross vehicle weight of more than 10,000 pounds) or are used in the transportation of hazardous materials in a quantity requiring placarding or are designed to carry more than fifteen (15) passengers including the driver you must be in compliance.
Contractor shall provide all necessary PPE for their staff and ensure its use. All staff shall have and wear required reflective safety clothing whenever they are out of a vehicle.
While conducting business on behalf of the Town; the following shall apply to all contractors:
All drivers must abide by all Federal, State and local motor vehicle regulations, laws and ordinances. Copies of current licenses and/or medical certificates shall be provided upon request
Drivers must not operate a vehicle at any time when his/her ability to do so is impaired and/or influenced by alcohol, illegal drugs, or prescribed or over-the-counter medication.
CT General Statute Sec. 14-296aa.- The use of hand-held mobile telephones and mobile electronic devices: Texting, talking on a cell phone (unless hands-free) is prohibited while driving or using motorized equipment
Any fines issued to the contractor as a result of motor vehicle violations, shall be paid by the contractor. The Town reserves the right to remove a contractor from the contract list for motor vehicle violations committed while working for the Town.
- DRUG AND ALCOHOL TESTING PROGRAM —
A. IF YOU DO NOT PRESENTLY HAVE A DRUG AND ALCOHOL TESTING PROGRAM IN PLACE
If you do not have a drug and alcohol testing program in place you should contact our Drug and Alcohol Testing Program Manager, Foley Laboratory Services, Inc. at 1-800-253-5506. They can answer all of your questions regarding your requirements.
B. IF YOU PRESENTLY HAVE A DRUG AND ALCOHOL TESTING PROGRAM IN PLACE
If you presently have a Drug and Alcohol testing program in place, you should complete the enclosed questionnaire within five days after being notified by the Town of Manchester that you will be contracting with the Town as a result of the bid and mail it to:
Attention: Compliance Verification
Foley Laboratory Services
140 Huyshope Avenue
Hartford, CT 06106
By Federal regulation, this verification process must be completed every six months if the contractor is employed by the Town of Manchester for a period that exceeds six months.
The Town of Manchester is not permitted to use contractors unless they are in compliance with laws and regulations regarding drug and alcohol testing.
- RESPONSE TO CALL OUT —
The Contractor shall report to the Highway Garage or designated location within one (1) hour of being notified.
Failure to arrive within one (1) hour will result in a penalty of $200 for each occurrence to be deducted from the next payment to the Contractor.
- DOWNTOWN AREA PARKING LOTS/SIDEWALK SNOW REMOVAL —
Any contractor assigned to plow/de-ice Town parking lots and to remove snow and de-ice Town sidewalks shall be responsible for any damage caused by said contractor including but not limited to curbing, sidewalks, trees or other existing improvements.
Said damage shall be repaired or replaced by the contractor at no cost to the Town and shall be completed in a timely manner and no later than June 1st of the same year that the damage occurred.
Contractors bidding on the snow removal of parking lots will be required to remove snow and de-ice the sidewalks listed.
The salt mixture required for the de-icing of parking lots and sidewalks will be provided by the Town of Manchester (only when the Highway Division is working) at no charge to the contractor.
It is the Contractor’s responsibility to coordinate obtaining the salt mixture in advance of a storm with a Parks Division Supervisor.
- PARKING LOT SERVICE LOCATIONS —
Parking lots may require a follow up service to scrape/plow/de-ice areas inaccessible during the initial snow removal. i.e. overnight parking areas that may not be accessible overnight and are only accessible when tenants have left for work or been asked to move their cars if we decide to employ an alternate location policy for snow storm clearing.
1. Main Street @ Forest Street
2. Maple Street (between Oak Street and Maple Street/behind #30 Oak Street including roadway between Oak Street and Maple Street.)
3. Purnell Place (north of Oak Street and east of Purnell Place)
4 Lot behind 811 Main Street
5. Birch Street (south side between #22 Birch and driveway behind #785/793 Main Street)
6. Birch Street (south side between # 24 Birch and # 36 Birch)
7. Birch Street (north side between #33 Birch and rear driveway of #775 Main)
8. Bissell Street (between #20 Bissell and # 30 Bissell)
9. Oak Street (northeast corner of Oak Street and Cottage Street)
10. Pearl Street (east of private lot and west of # 23 Pearl)
11. St. James Church (north side of rectory)
12. Purnell Place from Main Street approximately 275 feet east to Purnell Place parking lot.
- SIDEWALK SERVICE LOCATIONS —
All sidewalks must be cleared from edge to edge of snow within twenty-four (24) hours after the end of a storm.
Sidewalks/handicap ramps must be kept in a safe walking condition at all times.
In the event that sidewalks/handicap ramps become covered with snow, slush or ice, the Contractor shall remove the snow, slush and/or ice within four hours of being notified of said condition.
**SIDEWALKS REQUIRE A PLOW 7’ OR LESS TO AVOID DAMAGE TO TURF**
1. Main Street (adjacent to Main and Forest Parking Lot)
2. Forest Street (adjacent to Main and Forest Parking Lot)
3. Main Street (alleyway between # 901/903 Main and # 923 Main)
4. Main Street (frontage of 901/903 Main)
5. Birch Street (south side between rear of # 785/793 Main and # 22 Birch)
6. Birch Street (south side between # 24 Birch and # 36 Birch)
7. Birch Street (north side between # 33 Birch and the rear of # 775 Main Street)
8. Birch Street (interior median crosswalk and sidewalk
9. Bissell Street (between 20 Bissell and # 30 Bissell)
10. Oak Street (Cottage Street east to fence line)
11. Cottage Street (Oak Street north to fence line)
12. Pearl Street (east of private lot to west of # 23 Pearl)
13. St. James Stairway (from northeast corner of parking lot to Park St).
14. St. James Stairway (From the corner of Park St and Main St to the parking lot)
15. St. James Parking Lot sidewalk (sidewalk on the Western edge of parking lot)
16. 942 Main Street to include front sidewalk and sidewalk on St. James Street. Plow driveway at the back of building.
Pedestrian “cut–throughs” shall be created in the snow berm along Main St. to open up pathways for pedestrian access from sidewalk to the on-street parking stalls along the sidewalk fronting the Forest St. Parking Lot.
There shall be a “cut-through” created at every third parking stall and maintained to the standards of the sidewalk/handicap ramps and no less than 36-inches wide.
- PAYMENT SCHEDULE —
The lump sum amounts shall represent the total contract amount to be paid to the contractor for the 2026/2027 and 2027/2028 winter season for all services provided. The lump sum price shall include responses to all weather events and required treatments necessary and directed by the Town between October 15 and April 15 for each snow season.
Payments shall be made in six (6) equal installments according to the following schedule:
- November 1
December 1
January 1
February 1
March 1
April 15
Contractor shall submit monthly invoices along with a detailed statement showing dates of service and manpower and equipment utilized during for the period being billed.
- ADDITIONAL WORK —
Additional work rates will be used for work that may be requested by the Town that is similar in nature, but beyond the specific scope identified in DOWNTOWN AREA PARKING LOTS/SIDEWALK SNOW REMOVAL.
Work associated with this section is not guaranteed and will be limited to the immediate Downtown Main Street area should it be needed.
Please provide the number of units you have available in the quantity column on the pricing table.
- CONTRACT TERM —
The contract term shall be for the winter season of 2026/2027 and the winter season of 2027/2028
Bid prices submitted shall remain firm during the contract term.
The successful bidder must have services available for snow removal to fulfil orders for service between October 15th and April 15th.
- CONTRACT EXTENSION —
The contract contains an option to extend on an annual basis beyond its original term for two winter seasons as mentioned below:
2028/2029 winter seasons
2029/2030 winter seasons
The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.
- CONTRACT PRICE ADJUSTMENT —
Price adjustment shall be made on the following basis:
1. The price adjustment shall be equal to the percentage increase or decrease in the U.S. Bureau of Labor Statistics Consumer Price Index, (Base 1982-84=100) all Urban Consumers, not seasonally adjusted.
2. Adjustments will be made annually, beginning on the anniversary date of the contract. Fractions of one percent (1%) will be carried to one place after the decimal only.
3. A review of the Consumer Price Index will be made for the latest twelve month period available four months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months, if the contract is extended beyond its original term.
4. For example, the adjustment for a contract year beginning September 1st will be calculated based upon the Consumer Price Index information published on May 1st.
5. Adjustments for years following the first year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.